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This web page
features the full text ofAdministrative
Circular No. 32-2004

ADMINISTRATIVE CIRCULAR NO. 32-2004

PRESCRIBING THE
GUIDELINES FOR THE DISTRIBUTION OF SALARIES PAID IN CASH, ALLOWANCES,
OVERTIME PAY, FRINGE BENEFITS, TAX REFUNDS, BONUSES, AND ALL OTHER
EMOLUMENTS PAID IN CASH TO OFFICIALS AND EMPLOYEES OF THE COURT AND THE
PRESIDENTIAL ELECTORAL TRIBUNAL.

WHEREAS, some problems affecting the distribution of
salaries, allowances and other emoluments paid in cash to officials and
employees of the Court and the PET have been brought to the attention
of the
Chief Justice;

WHEREAS, these problems include instances wherein one's
pay envelope is, wittingly or unwittingly, received by or given to, the
wrong
person thereby resulting to the loss of one's monetary compensation or
emolument;

WHEREAS, to avoid the occurrence of these problems and to
have an orderly distribution of pay envelopes, it is necessary to
prescribe
guidelines which will govern the distribution of salaries, allowances,
refunds
and such other emoluments paid in cash to officials and employees of
the Court
and the PET;

WHEREFORE, the following guidelines are hereby prescribed
for the strict compliance of all concerned, to wit:

1. Except the key officials of the Court composed of the
Chief
Justice and Associate Justices, the Court Administrator, Deputy Court
Administrators and Assistant Court Administrators, the PHILJA
Chancellor,
PHILJA Vice-Chancellor and PHILJA Executive Secretary, the JBC Members,
the
Clerk of Court, Assistant Clerk of Court, Division Clerks of Court,
Assistant
Division Clerks of Court, Chiefs and Assistant Chiefs of Offices, and
Chief of
Services, all officials and employees of the Court and the PET must
claim their
salaries (if paid in cash), allowances, overtime pay, refunds, bonuses
and all
other emoluments paid in cash, from the counter of the Cash Division,
Fiscal
Management and Budget Office.

2. The allowances and all other emoluments of the
key officials
of the Court shall be delivered to them or to their authorized
representatives
by the disbursing officers of the Cash Division.

3. Except for the RATA, the release of all
emoluments paid in
cash shall be within a five (5) working day period, after which the
accountable
disbursing officer shall close the payroll for liquidation purposes
pursuant to
existing COA and CSC rules and regulations. An official or employee who
fails
to claim his/her emolument within the 5-day period may still claim the
same
through a disbursement voucher to be prepared by the Cash Division.

4. The release of the RATA shall be within the month
for which it
is due, after which the RATA payroll shall be closed for liquidation
purposes.
If an official fails to claim his/her RATA within the month of release,
he/she
may likewise claim the same through a disbursement voucher.

5. The Chief of the Cash Division shall post in
bulletin boards
to be located in strategic places within the Old SC Compound and the
New SC
Compound, for the guidance and information of all concerned, the
specific dates
when a particular monetary emolument shall be released and the date
when the
payroll for such emolument shall be closed.

6. The names of officials and employees whose
salaries have been
transferred from automatic teller machine (ATM) payroll to cash payroll
(such
as in cases of leave credits insufficiency), or vice-versa, including
the names
of officials and employees added in the cash payroll, shall also be
posted in
the bulletin boards three (3) days before the disbursement of salaries
through
the ATM.

7. Officials and employees who incur leave without
pay,
regardless of the amount involved, shall be excluded from the ATM
payroll and,
instead, shall be paid through cash payroll.

8. The distribution of pay envelopes at the counter
of the Cash
Division shall be in accordance with the following schedule:

Claimants Whose Surnames Start with the
Letters:

Time of Disbursement:

A to D

8:00 a.m. - 10:00 a.m.

E to N

10:01 a.m. - 12:00 noon

O to Z

1:00 p.m. - 3:00 p.m.

Should
an official or employee
fail to claim his/her pay envelope during the specified schedule of
disbursement, he/she may still claim the same from 3:01 p.m. to 4:00
p.m. of
the same day. During the last thirty (30) minutes of office hours (4:00
p.m. to
4:30 p.m.), the disbursing officers shall reconcile the unclaimed pay
envelopes
with the payroll.

9. In order to have an orderly distribution of pay
envelopes,
claimants must fall in line before the counter of the Cash Division and
must be
served by the disbursing officer on a first-come, first-served basis.

10.
Claimants
must (a)show their office identification cards
to the
disbursing officer, (b)count the contents of
his/her pay
envelope and (c)acknowledge receipt thereof by
signing
the payroll. The disbursing officer must see to it that the payroll is
properly
signed by each claimant.

11.
In accordance
with existing COA rules and regulations, no disbursing officer shall
release
the pay envelope of an official or employee to another person, except
when such
person is an immediate member of the family of the official, or
employee
concerned duly authorized under a notarized special power of attorney.
The
special power of attorney must specify its validity date and the
monetary
emolument for which it is issued. As herein contemplated, the term immediate
member of the family" shall include the spouses, the children
whether
legitimate or illegitimate, parents and/or brothers or sisters in case
of
unmarried government official or employee as the case may be.

12.
Any matter
not specifically covered in these guidelines shall be submitted to the
Chief,
FMBO, through the Chief, Cash Division, for study and recommendation to
the
Chief Justice.